We automate the admin processes your team repeats every day so they stop consuming human hours and start scaling on their own. For organizations that have grown faster than their operations and compensate with copy-paste between SaaS.
or write to us at info@theoptimalflow.com
60–80%
time saved on repetitive admin processes
5–10×
more operational volume without hiring more staff
2–6 wk
from diagnostic to first workflow in production
The problem
When a company grows faster than its operations, admin processes are compensated with human hours. What once worked with three people and a couple of Excel sheets is now eight people doing the same thing by hand. This is what we find when we enter.
30%
Fuente · Forrester
Síntoma · 01
Forrester puts the number on it: one in three hours per week goes to copying data between systems, reconciling lists, or processing documents. Zero-value work that could happen without human intervention.
€12–40
Fuente · APQC · finance ops benchmarks
Síntoma · 02
Validation, approval, posting, archival. Multiplied by thousands of invoices a month, the hidden cost of "our finance team handles it" becomes unsustainable. And the finance team knows it.
28%
Fuente · Harvard Business Review
Síntoma · 03
Inbox as a ticket queue: every lead, invoice, RFP, or complaint sinks among hundreds of daily messages. The important gets lost and the urgent gets answered too late.
70%
Fuente · McKinsey Global Institute
Síntoma · 04
McKinsey says it plainly: with the technology that already exists. AI, RPA, no-code, APIs, seven out of ten admin tasks can be delegated to a workflow. The barrier isn't technology; it's the decision to start.
How we help
The stack
Each workflow is built with the tool that fits the case best, from the simplest Zap to a self-hosted pipeline with thousands of daily runs.
A sequence proven in 200+ companies. Each phase has deliverables before moving to the next, and is developed in collaboration with your internal team.
Diagnostic
We audit existing processes and the current stack. We map bottlenecks and optimization opportunities to ensure the success of the following phases.
Planning
We define target architecture, rollout plan, roles, and metrics before getting into the weeds.
Build
We execute in short iterations with your team. We create, adapt, and integrate with your existing tools.
Rollout
We start with a test and expand after validation. We train your team so adoption feels natural.
Follow-through
We measure and listen to feedback throughout so the result truly becomes yours.
Cases in the sector
ExpertPericial
+40
cases per day automated
Automation of expert appraisal case management with Make and AI
Valerza S.A.
24/7
automated initial advisory
Financial advisory chatbot on WhatsApp to pre-qualify leads and free up the human team
Energy Corse
100%
sessions digitized without errors
Turning audio with technical details and track results into structured data inside Notion
Why us
Holistic approach
We see every process as part of a whole. We act as change catalysts combining innovation, diversity, and radical honesty to build real solutions aligned with our clients' goals.
Optimization as the standard
We believe in turning complexity into intuitive systems where every gear runs naturally, maximizing the time, resources, and creativity of the people using them.
Partners, not clients
We co-create with your internal team to build tailored solutions that prioritize long-term impact over short-term wins.
Book a free intro session so we can understand where you stand and how we can help. No strings attached.
or write to us at info@theoptimalflow.com
